Edith Cowan University
Facilities and Services Centre
F&S Business Management System
Category 3: Information and Knowledge
F&S Management System Objective:
Improve performance through the use of data, information and knowledge to understand variability and
to improve strategic and operational decision-making.
BEF Item: 3.2 Creating Value Through Applying Knowledge:
Excellent organisations establish systems and processes to consolidate knowledge and share it across
the organisation. They use this knowledge to support decision-making, stimulate innovative thinking
and ensure organisational success and sustainability.
Approach:

Defining knowledge requirements
o

A F&S home page www.ecu.edu.au/fas exists and details the range of services, documents,
policies and links to other useful sites and online tools.
Sourcing and creating knowledge
o
A Web CMS project coordinated by Professor Arshad Omari has been designed and is
currently being implemented in a Faculty/Centre bases..
http://www.ecu.edu.au/about/ourpeople/executive/projects/staffonly/oe/eim.html.
Examples of exciting F&S job specific information records were obtained by the BEF team.
o
o
o
o
o
o
Quality Guidelines Manual – (Directorate)
Work Flow Chart - (Buildings and Service)
Administration Manual – (Buildings & Services)
Senior Maintenance key task sheet – (Buildings & Services)
Membership Manual (Sports and Recreation)
Job specific training Matrixes obtained from service organisations.
Training matrix

Encouraging the application of knowledge
o
Staff who attend conferences prepare a presentation to share their knowledge with other F&S
staff The associated documentation is stored with related meetings and available for all staff to
view at https://secure.ecu.edu.au/fas/meetings/index.php
o
F&S staff attend the annual Tertiary Education Facilities Management Association (TEFMA)
conference to source new best practice methods that can be applied back in their workplace.
o
When attending conferences F&S staff take the opportunity to visit other like Universities.
3.2 Information and Knowledge
- Creating Value Through Applying Knowledge
Page 1 of 3
January 2011
Edith Cowan University
Facilities and Services Centre

o
F&S encourage visitors from other Universities to share their knowledge.
o
Each year one F&S staff member attends the TEFMA Middle Managers Development Course
run specifically for Facilities Managers across the sector.
Maintaining a knowledge store
o
A number of tools are critical to the efficient operation of F&S, e.g:
-
ECUSIS- ECUSIS
-
EShop - E-Shop - Edith Cowan University
-
Online permits and requests (i.e. parking
https://facilities.ecu.edu.au/bas/ADS/login.aspx
-
Databases
-
Trim Electronic Records Management System (TERMS).
-
Computerised Maintenance Management System (QFM)
-
One Stop payment gateway
permits,
works
permits).
Refer:
Deployment:

ECU policy for new web structure will be based on persona and task models rather than business
structure. Web CMS has developed a standard ECU web protocol that F&S will utilise.

F&S information will be available in various formats on the internet, intranet and extranet.

F&S have a representative on the Web CMS project team. The current F&S web pages were
reviewed in June and July 2010. New F&S pages are expected to be operational by April 2011
excluding Sports and Recreation.

Specific Sports and Recreation web pages will be developed in the 3rd Quarter.
Results:

New ECU website structure was fully operational by 31 December 2010.

Results on F&S web pages/content in the form of feedback and page hits expected in 2011 once
the new Web CMS project has been completed.

BEF team presented to Facilities & Services DMG on Skills & Core Competency Matrix
BEF Team
Presentation
3.2 Information and Knowledge
- Creating Value Through Applying Knowledge
Page 2 of 3
January 2011
Edith Cowan University
Facilities and Services Centre
Improvement:

Develop a single page template to record job specific information.

Establish a project to upgrade the F&S websites, including on-line payments, in line with the
University website project.

Implementation of Skills and Core Competency Matrix found in TRIM folder SUB/7076.
3.2 Information and Knowledge
- Creating Value Through Applying Knowledge
Page 3 of 3
January 2011